Changing Purchase Orders

Refer to Purchase Orders for general information and a list of field references.

For information on changing settlement purchase orders see Changing Settlement Purchase Orders.

For information on changing consignment purchase orders see Changing Consignment Purchase Orders.

To change an existing purchase order:

Note: Once a product purchase order has been entered, the vendor cannot be changed. The purchase order must be voided and reentered.

Note: You will not be allowed to change or delete a line item on a purchase order that has already been received through the Receiving Purchase Orders option. If such a change is necessary, first zero out the receipt in Receiving Purchase Orders.

1. When you first enter the Purchase Order option a Select A Purchase Order Option window will appear. Only open and received purchase orders can be changed and viewed. Completed purchase orders must be viewed in the Purchase Inquiry or Payables Options. To make changes to an existing purchase order select one of the following options from the Select A Purchase Order Option window:

• FIND by Vendor – Select FIND by Vendor to find a purchase order by vendor.
• FIND by Number – Select FIND by Number to find a purchase order by number.
• FIND by Buyer – Select FIND by Buyer to find a purchase order by buyer.
• SELECTION BOX – Select SELECTION BOX to find the purchase order based on a selection box of all open and pending purchase orders.

Scroll to the appropriate option and press Enter. Regardless if the selection type used to find the purchase order, the following information will display on the screen.

• The purchase order number
• The vendor name 
• The purchase order note, if entered
• The received date if received, or open if not received
• The expected arrival date
• The vendor invoice number
• The purchase order type
  • Settlement
  • Consignment
  • Blank - indicates the purchase order is a regular or standard purchase order

2. Select the purchase order you want to change.

3. Command options will appear:

• Add – Select Add to add additional lines to the purchase order.
• Change – Select Change to change a line item (the item cannot be changed. If the wrong item is on the purchase order, it must be deleted and the corrected item added.)
• Delete – Select Delete to delete a line item.
• Header – Select Header to make changes to any of the header fields.
• Cost – Select Cost to change the unit cost for each line of the purchase order.
• Info – Select Info to view and edit/change the item info lot attributes.

Note: If an item has a strict COOL, the COOL cannot be changed.

• Text – Select Text to view/edit the purchase orders line text entered and displayed in the Info column.
• Void – Select Void to void the purchase order.
• History (Z) – Select History (Z) to go to the vendor purchase history.
• Finish(X) – Select Finish(X) to finish entering the purchase order and update/save any changes.
• Next Page (N) /1st Page (F)- these options will appear if the number of lines on the purchase order exceed the number of lines on the screen . Each screen can hold 17 purchase order lines. Select Next Page to move to the Next Page/ Screen. Select 1st Page to return back to the 1st Page/Screen.
• If the PO has been previously entered , a Print option will appear to print the purchase order with Finishing the purchase order.
• Exit – Select Exit to exit the purchase order without saving the changes.

4. Select the appropriate selection. Use the arrow keys to navigate between fields. When you are done making changes select Finish(X) to save your changes.

5. Depending on the Purchasing and User option settings for Totes and Pallets, a Totes and Pallets window will appear which will allow you to track totes and pallets exchanged with the vendor. Enter the quantity of any totes or pallets received or returned to the vendor.

6. Depending on the Purchasing Options and User Options settings, the options to print the internal, receiver copy and/or vendor copies of the purchase order will also display. Command options will appear allowing you to print or choose from a set of other print options.

7. If the Inventory Labels setting is set to Y (Y = yes) in Inventory Options, Purchasing Options and User Options, you will be asked to print inventory labels and a drop down box to confirm the quantity of labels to print for each item will appear.

8. If the Set Standards in PO setting in Purchasing Options and the Standard Costs setting in User Options is set to Y (Y=yes), you will be able to adjust the standard cost for the items on the purchase order. A Replace Standard Cost selection box will display the following information:

• Item – Item name
• Un – Invoicing unit for the item
• Current Standard – The current standard cost for the item as set in Item, Item Quick Maintenance, or Adjust Standard Costs
• New Standard – The new standard cost, if the buyer adjusts the cost
• % Chg – The percent difference between the old and new standard
• Inventory Cost – The current weighed average cost for the item
• Purchase Order – The current purchase order unit cost plus the per unit additional costs allocated on the purchase order.

To change the cost, enter the unit per unit standard cost for the item and press F10 to exit.

Command options will appear:

• Update Standards – Select Update Standards to save the changes to the standard cost for the purchase order and update the purchase order.
• Change Standards – Select Change Standards to returns to the Replace Standard Cost with New Standard Cost selection box.
• Exit without Updating Standard – Select Exit without Updating Standard to update the purchase order without updating any changes to the standard cost.

For more information on the Purchase Order option see Purchase Orders.

Security Required : Purchasing - Purchasing Inquiry